You’ve taken the step to electrify your fleet and implement charging infrastructure, but you’ve found yourselves stuck in the pilot phase and you don’t have a clear plan on how to scale up. While starting with a pilot programme is the right approach, it’s easy to fall into the ‘pilot trap’, especially if your electrification strategy doesn’t go beyond the initial testing stage.
Businesses often get stuck in their pilot phase for a few common reasons:
- Issues with internal support
It could be hard to get your business to back more investment in EVs. - Business preparedness
If you haven’t made changes within your company, such as altering processes to fit in with using EVs, you may feel unready for them. - Suitable solution
If a light-touch partner installed your charge points without giving a complete solution, you might not be able to grow. - Limited understanding
You might not know how to expand and so lack a clear vision of the long-term future.
Beyond the pilot: Practical steps
Moving beyond the EV pilot phase requires a clear plan. Here are actionable steps to help guide this transition, followed by case studies showcasing successful implementations.
- 1. Setting clear objectives
Deciding to move to EVs starts with setting out your business aims. These might be to cut costs, lower carbon emissions, or boost company sustainability. Each goal shapes your decisions and methods.
But just having goals isn’t enough. For a successful change, include everyone involved, such as staff, managers, shareholders, and clients. Open and clear talking is vital; everyone needs to know why you’re moving to electric vehicles.
To keep on track with your goals, set key performance indicators (KPIs) for checking progress. These could be lowering carbon emissions, better energy use, or how well your EV charging stations work. By watching these measures closely, you can judge how well the EV transition is going.
Also, measure how you do against others in your field. Regular reports show your commitment, keep people interested, and point out what you can do better.
Lastly, think about telling others. Sharing your EV work can lift your brand image, draw in green-minded clients, and give you a commercial advantage.
- 2. Evaluate the pilot phase
Start by reviewing what went well and what didn’t. Collect opinions from everyone involved to get as many viewpoints as possible, which might reveal lessons you didn’t see right away.
Then, look over the pilot’s expenses closely. Did you manage to stay on budget and was it cost-effective? When applying this to a larger project, figure out where you can cut costs and where you might need more money.
Think about any technical issues you ran into. Look at whether the charging technology implemented helped you to achieve your objectives. Did they charge the vehicles quickly enough and were there enough chargers to meet your fleet’s real-life needs? Did your current setup support the charging stations well? You might need to make a few changes before moving forward full-scale.
Don’t forget to consider timing too. Did the pilot finish on time? Find out what caused any delays and how you could avoid them in the future when you roll out the full project.
You also need to consider how well you’re doing on sustainability. Whether you have to meet certain goals, or you’ve set them yourself, did you manage to reduce carbon emissions as much as you’d hoped to?
Lastly, how did everyone find the experience? How well did the employees get on with using the new EVs and the charging process? A happy end-user, especially one who wasn’t sure about EVs to start with, can make a huge difference to the overall success of your switch.
A trusted EV-solutions provider will be able to support you in this evaluation stage to ensure you gain the best intelligence for subsequent strategic decision-making.
- 3. Identifying necessary resources
Develop a comprehensive resource allocation plan, complete with timelines and contingency measures for any unforeseen challenges. It must go beyond just the necessary finances and labour, to include developing technical skills and securing physical infrastructure.
However, scaling up your EV project isn’t always a simple linear increase of the resources used in the pilot. As you switch to EVs, your existing infrastructure might require upgrades, such as additional charging stations or improving your power grid connectivity. As with the evaluation stage, a reliable EV-solution provider will be able to effectively help you through this process.
Don’t overlook your human resources, either. New technologies often mean new procedures. Implement robust training programmes to familiarise your staff with EV use, maintenance, and charging.
Risk management is another crucial factor. Identify any potential risks, such as technical failures, budget overruns, or delays, and have a strategy in place for managing each one.
Choosing suppliers for your EVs also demands careful attention. A thorough evaluation of each potential supplier – including their cost, service, and quality – will help you make the best choice.
Lastly, don’t forget any legal and regulatory requirements for your project, such as getting permission for charging station installation.
- 4. Start by thinking about what your fleet needs
As part of your EV pilot, it’s worth evaluating whether the vehicles themselves are appropriate for your operation. Remember, all EVs aren’t the same. Different models work better in different operations – some are great for city driving, others for long motorway trips, and a lot fall somewhere in between.
If your fleet often has to cover a lot of ground, picking models that can go a long way on one charge is important. And depending on what your business does, some features might matter more than others. For example, vehicles built for carrying loads, driving fast, or handling special terrains might be more useful for you.
You also need to ensure your charging infrastructure complements your chosen vehicles. You’ll need to assess whether your fleet requires access to fast charging, or rapid and ultra-rapid, or a combination of them all.
Of course, cost is a big deal when you’re switching a fleet. You have to think through the costs of different EV models and see how they fit with your company’s budget. But when you’re analysing the costs, remember to factor in the lower maintenance costs of EVs.
Lastly, think about the drivers. Find out what they need and like when it comes to driving. This can help you choose EV models that meet both your business needs and keep your employees happy and using them.
- 5. Plan Charging Infrastructure
Switching your fleet to EVs means you need a good charging setup. You might need stations on-site, off-site, or both, based on your fleet’s demands.
Start by working out which charging equipment you need. You’ll have to choose between speed of chargers and understand their different features. A thorough analysis is crucial to figure out the number of charging stations you’ll need. Think about your fleet’s size, how fast your chosen EV models charge, and how often you’ll use them.
Choosing the right chargers
On-site, fast charging is often appropriate for fleets that return to base overnight, or longer. For fleets that operate round the clock, you may need to introduce rapid or ultra-rapid charging. Many fleets also rely on public charging networks to keep moving.
You also need to consider that different vehicles suit different types of charging. Vehicles with a higher range will require charging less frequently, which will suit an operation that covers a lot of ground.
The location of your stations also matters, as it affects ease of use and convenience. Putting your stations in smart places makes them simpler to access, which can boost your fleet’s overall efficiency.
Next, think about maintenance and monitoring. Plan regular checks and take advantage of your charging providers systems to monitor your network. These systems typically offer features like checking uptime, managing billing, and tracking carbon savings.
It’s important that your charging network runs efficiently and is accessible when your fleet needs it. If you plan to use off-site charging, you might need to use public charging networks to ensure full coverage.
Lastly, be clear on the rules and regulations that apply to your operation. This means knowing how to get necessary permissions from local government, understanding safety aspects, and meeting any other legal requirements to set up and run a network of charging stations.
- 6. Develop a phased implementation plan
Switching your whole fleet to EVs might seem tough, so a phased approach is often better. Creating a clear, step-by-step plan lets you add more EVs to your fleet bit by bit, causing less disruption.
First, focus on replacing older vehicles that need an upgrade instead of changing your entire fleet at once. This can give drivers and fleet managers hands-on experience with EVs, making it easier to make wider changes later.
As well as hardware upgrades, remember to plan training. Teach your drivers and fleet managers about EV operation and maintenance.
While adding EVs to your fleet, you’ll also need to expand your charging network. Have a strong plan for growing this network as your fleet gets bigger over time. Using fleet management software that supports EVs can give you better tools to handle this new part of your assets.
Keep a close eye on your EV rollout’s costs to stay in budget. Building partnerships with EV suppliers may make the switch smoother and save you money.
One of your main aims should be to stop operational disruptions. Plan the rollout so your day-to-day work isn’t interrupted too much. Your EV solutions provider will be able to schedule installation of charging infrastructure out of hours. At the same time, have a clear communication plan that keeps everyone informed about changes in fleet operations, vehicle scheduling, and maintenance.
Linking your phased EV rollout to your company’s green goals makes sure they line up, helping you measure progress towards a more eco-friendly operation. And as you make changes, consider differences in geography, climate, and any local rules or incentives for EVs across different regions.
- 7. Monitor, review, and adapt
Managing the move to an EV fleet needs active and hands-on leadership. You should keep a close eye on your fleet’s performance by checking, reviewing, and adjusting your plan based on what you see.
First, decide on key targets linked to the goals of your company and green goals. These targets help keep track of progress and guide your choices.
Use data to your advantage. By collecting and studying information related to EV performance, charging system efficiency, and overall carbon emissions of your fleet, you can reveal useful trends and learn important lessons. In your review routine, also compare your EV fleet to internal combustion engine vehicles. Look at costs, effectiveness, and maintenance needs to find ways to do better.
Respect the views of those driving and managing your fleet. Their first-hand experience can spotlight unexpected problems and opportunities. Check how well your fleet does against industry norms or similar fleets to understand your place in the market. This could offer insights needed to keep or gain a competitive edge.
Don’t forget to keep reviewing and refining your charging system to match your changing EV fleet needs. Keep current about new discounts, incentives, or rules to enhance your EV fleet’s financial sustainability.
Hold regular reviews. Regular meetings to talk about recent fleet performance data and feedback enable smart decision-making. Based on a thorough evaluation, plan future expansions, keeping an eye on upcoming technologies and vehicle models. Seek expert advice if needed. Working with EV fleet consultants or industry experts can speed up efforts to boost your fleet performance.
Remember, as technology changes, rules shift, and new opportunities come up, your EV fleet management should adapt too. Develop a culture of learning and continuous improvement by recording and sharing best practices within your company.
Lastly, ensure you update your green reports. Be open about your EV fleet’s impact and progress towards your company’s green goals with all stakeholders. This helps to build trust and align everyone’s efforts.
Case studies
IKEA
Global retail giant IKEA decided to make its delivery network 100% electric by 2025. After a successful initial pilot phase, it developed a comprehensive plan for gradually increasing the number of electric vehicles in several cities. Partnering with local delivery firms and providing charging infrastructure at its stores, IKEA successfully shifted from a pilot project to a full-scale EV operation in its Shanghai stores in under a year.
London Taxi Company
The London Taxi Company made the shift to a fleet of range-extended electric taxis. After an initial pilot phase, they partnered with GE to establish rapid charging stations across London. The analysis of data from the pilot phase helped them determine the best locations for these stations and to develop a plan for a phased introduction of the new taxis to replace the existing diesel ones.
Overcoming the pilot project trap and moving towards full EV adoption involves careful planning, resource allocation, and an ability to learn from your experiences — but with these strategies in place coupled with tenacity, it’s an achievable goal.
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